Good news – the Retire Phase is actually more fun than the Manage Phase. During the Retire Phase our content management team should not have to track down content creators if the Request Phase of this process was completed successfully. The ownership meta data, success criteria and time stamp that was applied to the original content submission will help to manage content at the end of the content life cycle. The Retire Phase will provide the opportunity for us to prune irrelevant content items through archiving or deletion, keeping the content system clear of irrelevant information, streamlining users ability to browse and search for content.
1. Act on Metrics Established during the Request Phase
Why – Some information is only relevant for a given amount of time. In Content Platform Migration Strategy – Artifacts vs Perishable Content we examined two content types – Artifacts and Perishable content. Understanding the differences between Artifacts and Perishable content will allow us to explicitly respect their various lifespans. Additionally, some content may have been part of a project that failed to meet the success criteria outlined in the Request Phase. Any content that did not meet the metrics outlined in the Request Phase should be considered for deletion.
How – Thankfully by adhering to to The Minimalist Approach to Content Governance our content should have some level of meta data associated with it that will allow us to quickly sort and understand how to deal with it. Content Management Systems like Oracle’s Universal Content Management (UCM) natively allow you to create and save advanced searches that can use content meta data like folders, author, expiration date, security settings and custom meta data to pull back listings of content for examination. Additionally, analytics are available for all content items that allow us to determine if the usage is meeting success criteria that may have been previously outlined during the request phase. The lists that are produced from these approaches can be quickly reviewed for each project with the content owners and based on the nature of the content and success criteria undergo archiving or deletion.
Impact – Retiring content that is no longer relevant will allow end users to have fast and relevant access to information across your enterprise.
As we mentioned in our first post in this series – it is easy to quickly start producing content, but the challenge is ensuring that the environment is easy to navigate and use on the third week and during the third year. The light level of effort that was placed into the Request Phase of this process will set us up to keep content clean and relevant for a long time to come. With an up-to-date content repository users will be able to quickly find access to the information that is critical to their work processes. You might not get a holiday named in your honor managing the content system, but will appreciate their quick access to quality information.